Vlir workshop on library development problems

1
Library systems types, integrated systems,
software selection and criteria

• Alberic Regent
• K.U.Leuven

2
Content

• historical introduction on library automation
• types of library management systems
• integrated library systems
• commercial versus open source systems
• planning process for software selection
• RFP
• evaluation and arguments for selection
• future trends

3
Historical introduction

• pre 1940 mechanized and pre-computer based
  applications ? circulation
• 1946 ENIAC (Univ. of Pennsylvania)
• 1951 UNIVAC (first commercial computer)
• 1960 Library of Congress card conversion
• 1966-1968 MARC I MARC II (1968 - )
• - 1970 partial systems (mainly by univ.)
• 1970 - online/integrated systems ( id.)
• 1971 OCLC as Union Catalogue

4
Historical introduction (cont.)

• 1980 growth of commercial vendors
• 1990 - mainly commercial products ( 50)
• taking advance of the technology boost
• PC as personal multifunctional workstation
• move from central mainframe based systems to
  client-server technology, local area networks,
  ...
• open systems inter-connectivity
• internet allows global access from anywhere at
  anytime ? the virtual library
• introduction of multimedia

5
Global networking - OCLC

• founded 1967, became the OCLC Online Computer
  Library Center Inc. in 1971
• works as a cooperative global consortium
• governed by members
• 44.000 libraries of 86 countries
• many services and databases
• e.g. Worldcat (48 Mio records / 873 Mio loc.)
• incorp. other networks UTLAS, PICA, WLN, ...
• research (locally and externally)

6
Library Management Systems

• functional
• partial systems (specific areas)
• multifunctional integrated systems (all major
  library functions)
• organisational technical
• standalone systems (one institution)
• networks (sharing resources, mainly for
  cataloguing with increased importance of end-user
  search capacities and ILL)

7
Integrated systems

• is one that computerizes a multiplicity of
  library functions using one common database
  (1992, Cohn, Kelsey Fiels)
• today much broader scope integrated systems
  include the traditional library functions, but
  incorporate access to the internet, to
  bibliographic and full-text databases, to other
  library systems and networks, to image
  repositories, etc.

8
Some commercial systems

• vendors
• Innovative
• VTLS
• Ex Libris
• Sirsi
• Endeavor
• AIS
• Dynix (form. Epixtech)
• Geac
• Follet
• CMC

• products
• Innopac, Millenium
• VTLS-2001, Virtua, RFID, ...
• Aleph 500, Metalib, SFX, ...
• Unicorn, ...
• Voyager, ...
• Adlib
• Dynix, Notis, Horizon
• Advance, Plus, Vubis
• various
• ILIB

9
Some open source systems

• developer
• Katipo Comm. Ltd
• Technology Resource
• Foundation
• ...
• Unesco

• products
• Koha
• OpenBook
• CDS/ISIS (º late 60s !)
• Micro CDS/ISIS (1985)...
• www.unesco.org/webworld/isis

10
Open source systems cost also ...

• server
• hardware operating system
• database support
• support for the open source software
• installation, software and data loading
• staff for implementation and maintenance
• possible subcontracting
• danger for incompatible versions ...

11
Various solutions

• stand-alone solution (one library)
• shared solution (network within one institution,
  e.g. large university)
• shared solution (consortium-network of many
  institutions, e.g. international, national,
  regional, by library type, ...)
• application service providers (subcontract a
  specific service, e.g. a LMS exploitation, to a
  providor)
  

12
Steps in the planning process

• justification
• set-up organisation
• consultancy ?
• specifications
• bidding process
• (Beverley K. Duval, Automated Library Systems,
  1992)

• selection of an automated system
• benchmarking
• contract
• installation
• training
• activation

13
Bidding

• Request for Quotation (RFQ)
• Request for Bid (RFB)
• product is identified
• various suppliers possible
• price only criteria
• Request for Proposal (RFP)
• various products possible
• various suppliers possible
• many criteria (cfr Jo Rademakers, Leuven RFP case)

14
Evaluation

• one time cost (purchase)
• recurrent cost (maintenance)
• functionality
• ease / user friendliness
• adaptability (parametr.)
• documentation
• scalability
• reliability
• performance

• vendor quality
• training
• support
• maintenance
• financial stability
• number of staff
• references (...)
• and others ...
• weight coefficients

15
Top 10 arguments for selection

• ease of use for patrons
• availability of modules and submodules
• completeness of these sub / modules
• cost of the system
• cost of the hardware
• need for local programming staff
• reputation of the vendor
• ease of use by staff
• comparable reference site
• previous experience with vendor
• (Peggy Johnson. Automation and Organization
  Change in Libraries, 1991)

16
New type of OPACs (sample)
17
New type of OPACs (cont.)
18
Future trends of LMS

• more separation of public access catalog and
  staff functions (Leigh Watson Healy, 1998)
• tendency towards several systems in parallel
  ???
• more interest and more demand for users aspects
  and services
• increased multilingual aspects (Unicode)
• more interoperability (linking with databases
  /full text)
• more resource sharing
• more ILL (including electronic document delivery)
• self-circulation (reserve, check-out/in, renew,
  ILL, ...)

19
Conclusion

• selection of a LMS should be based on real needs
• user needs are predominant
• needs may evolve and systems are not for eternity
  (use of standards are a condition for
  compatibility and for future migration)
• take into account limitations in staff and
  finances
• open source software may be interesting
• identify the real - in particular the recurrent
  cost and support needed for all solutions
  (continuity !)
• cooperation is essential (networks, shared
  actions)

20
Thank you !

• Alberic Regent
• LIBIS-Net
• c/o University Library
• Mgr. Ladeuzeplein 21
• B-3000 Leuven (Belgium)
• alberic.regent_at_libis.kuleuven.ac.be